Frequently Asked Questions
-
Union, Student Life Building, Student
Services Building
-
Academic Classroom
-
Market Wednesdays
-
Club Downunder
-
Open Dances
-
Crenshaw Lanes
-
Landis Green
-
Langford Green
-
Ruby Diamond
-
Civic Center
-
Florida State Conference Center
What
is a SEP and when do I fill it out?
The Special Events Permitting (SEP) process was created
to assist student organizations with event planning,
with the hopes to ensure safe and successful events on
campus. Once the permit is completed, it is sent out
to various campus departments for approval (i.e. Guest
Services, Athletics, FSUPD, Environmental Health and
Safety, etc.) The permitting process ensures that all
stakeholders in the event are informed about the event
and can provide the organization/department with the
adequate support to make the event both safe and successful.
The SEP must be submitted two weeks before
event.
Food Approval Requests must be submitted 72 business
hours before event.
Contract information sheets must be submitted 7 business days before event.
Room Requests must be submitted 48 business hours before
event.
[TOP]
Who
can help me with event planning?
One of your main resources is the Student Activities
Center (SAC) and its staff. The SAC can provide assistance
with event planning at all stages in the process. From
setting event goals and conceptualizing the program to
evaluation, the SAC staff can work with you to make your
program a success. Contact the SAC staff at 644-MORE
(6673) to make an appointment to do event planning.
[TOP]
Why
is my organization planning this event? Does it fit
with the mission and goals of our group?
Organizational events and activities should comply with
the organization’s missions and goals. Review your
constitution to assess whether or not an event is aligned
with your organization’s purpose.
[TOP]
Who
is going to be the contact person for this event?
Someone within the organization needs to be the event
chairperson. This person will be the contact for the
event; they will fill out all necessary paperwork, meet
with the appropriate people, and be responsible for the
event.
[TOP]
How
do I know what type of room I will need?
Visit the Guest Services Web site for room information. Click
here.
[TOP]
How do I reserve
space?
Space reservation requests for summer generally open
up in April, while spaces for fall open up in July. Space
is reserved on a first-come, first serve basis. Groups
do not have to reserve space when the reservations book “open,” however,
remember that space is limited and should be reserved
in advance. There are also policies and procedures that
apply to space reservations. Please be aware of such
policies and procedures since groups will be held accountable
for them.
When reserving space, your organization may be required
to fill out one or more of the following forms:
- Special Events Permit (SEP)
- Sound Request form
- Registrar’s Agreement for use of Academic
Space
- Food Service Request
- Contract
Union, Student Life Building, Student Services
Building?
To reserve any space in the Union, Student Life Building,
or Student Services Building, please contact Guest Services
at (850) 644-6083 or visit their website at www.union.fsu.edu/guest_services.
Academic Classroom?
Most academic space is reserved through Guest Services.
For more information contact the Guest Services office
at (850) 644-6083 or visit their website at www.union.fsu.edu/guest_services.
Market Wednesdays?
To reserve table space for Market Wednesdays please see
SAC staff on Wednesday mornings. To reserve an amplified
hour space, contact Renee Rambeau, also in the Student
Activities Center at (850) 644-0612. Or, visit the Market
Wednesdays website for more information: www.union.fsu.edu/market.
Club Downunder?
Groups wishing to use the Club Downunder need to contact
the Club Staff at (850) 644-0036 or visit the Club website
at www.union.fsu.edu/cdu.
Open Dances?
Student organizations are eligible to apply for sponsorship
of one open dance per year, and one closed dance per
semester. If a student organization determines that it
would like to pair up with one or more additional student
organizations, or “co-sponsor” a dance, it
may do so. Co-sponsoring a dance with another student
organization does not entitle either group to a second
dance of that type (open or closed) during the semester.
Please contact Kelly McDowell in the Student Activities
Center, 644-6673 or kmcdowell@admin.fsu.edu,
for more information.
Crenshaw Lanes?
Contact Crenshaw Lanes at 850-644-1819. You can request
a date and time with her, complete a form, and set it
up. Price varies on the number of lanes, type of event,
etc. The group rentals are subject to availability. Times
you can request are Wednesday and Thursday nights, early
Friday evening, Saturday and Sunday during the day to
early evening. Limited lanes available during the day
between academic classes.
Landis Green?
This space is NOT available for student organization
use. Therefore, it cannot be reserved.
Langford Green?
To reserve Langford Green, please contact Aimee Wirth
in University Relations at (850) 644-2469.
Ruby Diamond?
To reserve Ruby Diamond auditorium, please contact Tom
Hunter at (850) 644-3445. Note that reserving this space
does require monetary compensation.
Civic Center?
Information about Civic Center space and application
for Use Days is provided by the Office of the Vice President
for Finance and Administration.
Florida State Conference Center?
Requests for information about the Florida State Conference
Center should be directed to the Director of Conference
Services, Center for Professional Development and Public
Service.
[TOP]
What
do I need to do if I decide not to use the space I
reserved?
In the cast of a cancellation you must notify
the appropriate person of the cancellation 48 hours
in advance. Failure to notify the Guest Services
Office of a cancellation at least 48 hours in advance
of a space reservation will result in a charge equal
to the established rental charge for the space, if
a charge would have been made. After two cancellations
without notification, the Guest Services office will
notify the party reserving space that they may lose
their reservation privileges.
[TOP]
What kind
of set-up will I need? What about equipment?
When planning an event and reserving space, the organization
and event chairperson need to determine what sort of
set-up and equipment the event requires. This includes
but is not limited to: tables, chairs, sound equipment,
and stages. Please contact Guest Services at 644-6083
for information on what equipment is available and whether
or not cost in involved.
Requests for set-ups may be made no later than two
days prior to the event. Should changes in
set-up requests occur within 48 hours of the event,
certain set-up charges may apply. To view setup
configurations, please visit the Guest Services
Web site. Click
here.
[TOP]
What
can A&S fees be used for? What is prohibited?
Agencies, bureaus, affiliated projects, funding boards,
the Congress of Graduate Students, and student organizations
are all eligible to receive and spend A&S funds.
Please remember these funds are allocated to your organization
to help it fulfill its mission.
A&S Fees will be allocated according to specific
budget categories. There are seven budget categories:
-
salary
-
OPS wages
-
contractual services
-
expense
-
food
-
other / clothing & awards
-
OCO (non-consumable or non-expendable
equipment costs)
Organizations transferring budget from
one category to another must have approval of their
funding board.
Expenditures drawn by agencies, bureaus, branches, and
student organization from A&S monies MUST be reviewed
and approved by the treasurer. The treasurer has up to
48 hours to review and approve or reject such expenditure.
Reasons for rejection include, but are not limited to:
-
Excessive or irresponsible requests
for office supplies
-
Excessive or irresponsible requests
for food items
-
Excessive or irresponsible requests
for decoration
-
Requests for expenditures in excess
of $50,000made thirty days prior of sweepings
-
Any unclassifiable expenditure that
is deemed irresponsible or execssive
Each agency, bureau, affiliated project,
funding board, and student organization of the Student
Government Association shall submit a monthly financial
statement to the study body auditor. Financial statements
must be turned in within 10 school days following the
end of the month. The student body auditor shall also
make periodic audits of all budgets, thus stressing the
importance of maintaining an accurate set of financial
records.
Student organizations are not allowed to utilize
A&S funding solely to generate funds. Florida
Statute prohibits charging students to enter, attend,
or participate in an event funded in part or whole
by A&S fees.
[TOP]
Why
does my event need approval? And, how do I get my event
approved?
Some organizational events need approval due to possible
concerns with security, food, money, or some other factors.
The Special Events Permitting (SEP) process was created
to assist student organizations with event planning,
with hopes to ensure safe and successful events on and
off campus. It is a checks and balances process. Once
the permit is completed, it is sent out to various campus
departments for approval (i.e. Guest Services, Athletics,
FSUPD, Environmental Health and Safety)
You can obtain event approval by completing a SEP and
turning it in to the Student Activities Center. In the
case of an event where food is being served, a Food Permit
is also necessary. Both permits are available in the
Student Activities Center and online at union.fsu.edu/eventplanning under
event planning.
[TOP]
How long
does it take to approve a Special Events Permit? Food
Permit? Contract?
Most events can be approved within 14 days. However,
more complex events may take longer to approve. Please
keep this time frame in mind when you are planning events.
Plan in advance and be sure to incorporate approval processing
time.
[TOP]
Does my
event require a contract? If so, how do
I get one?
If you are having an artist of any kind (music, comedy,
speaker, etc), paid or unpaid, you MUST have a performance
contract. Please contact Billie Pope in the Student Activities
Center, bpope@admin.fsu.edu or
645-6710, for details. See SEP forms.
[TOP]
What are the amplified sound policies?
Approval to use amplification in the staging areas is
granted by the Director of Student Activities or the
Union Director. Amplification of sound is allowed between
12:00 Noon and 1:00 P.M. Monday through Friday. Amplification
is also permitted Tuesday and Thursday 6:00 – 9:00
P.M., Friday 5:00 - 11:30 P.M., Saturday 12:00 P.M. -
11:30 P.M., and Sunday 3:00 - 7:00 P.M. On Fridays there
cannot be a sound check prior to 4:30 P.M. Amplification
should be structured so as to minimize the noise level
outside the Oglesby Union Complex. A Special Events Permit
(SEP) is required for amplification of any event.
[TOP]
How do I
arrange a bake sale?
Registered student organizations that wish to
sponsor Bake and Food Sales must fill out a Food Permit
form. Only baked foods that are individually wrapped
can be sold. Reservations for a Bake Sale can be made
in the Guest Services Office for tables Monday, Tuesday,
Thursday, and Friday. Please see the SAC table Wednesday
mornings for a table on Wednesday.
[TOP]
How can I publicize my organization's
events?
Group Leaflets
Leaflets/flyers
from
campus
organizations,
university
departments and student election publicity material consisting
primarily of leaflets may be posted in the Oglesby Union
Complex only on the bulletin boards provided for this
purpose. The posting of these materials must comply with
the university’s Policy on Posting.
Group Pamphlets
Pamphlets and brochures of general interest to
the university community and sponsored by a campus
group may be left at the Information Center and
at the desk in the lounge for display on the
desk counter on a space-available basis.
Location of Posters and Banners
To maintain an attractive and clean environment,
posters, leaflets, announcements, and decorations
are not to be placed on the doors, walls, windows
and posts on the inside or outside of the Oglesby
Union Complex, nor on objects such as trees,
trash cans, and benches. Please see http://posting.fsu.edufor specific locations. Guidelines related to
office decorations are found in Section 6. There
is one standing exception to this: organizations
reserving tables in the Oglesby Union may attach posters
or signs to their tables with masking tape.
Monitors/Electronic Board
The Union provides four television monitors,
located throughout the Union, and an electronic
board, located on the first floor of the Union,
that play announcements for clubs, organizations
and various activities throughout campus. A monitor/electronic
board request form must be filled out for each
request. Request forms are available at the Information
Center.
Bulletin Boards
Bulletin boards are located in the arcade area
immediately south of the entrance to Crenshaw
Lanes. Student and university groups may have
use of one board for one semester each calendar
year. For other locations, please see http://posting.fsu.edu.
Requests for use must be submitted in writing
to the Oglesby Union Associate Director in the
Student Activities Center. Deadlines for submitting
requests are as follows:
-
November for the Spring Semester
-
March for the Summer Semester
-
September for the Fall Semester
Half of the boards will be assigned for
a one year period and half of the boards will be assigned
for a semester. Organizations will be informed in writing
of the status of their requests within 5 working days
following the deadline date. If the number of requests
exceeds the number of available bulletin boards, a drawing
will be held to determine the assignments. Organizations
not assigned space will receive priority for the following
semester. Materials must be removed from the bulletin
boards by the close of business on the last day of the
semester.
[TOP]
What are
the chalking policies?
Chalking in the Oglesby Union is permitted only in designated
areas. Please check http://posting.fsu.edu/ for specific locations.
[TOP]
What are
the posting policies, and where can I advertise about my event?
For FSU's Posting Polcy and posting locations, please refer to http://posting.fsu.edu
[TOP]
How do I plan an auction?
In preparation for hosting an auction, you must complete
the following steps in chronological order to have
your event approved:
-
-
Complete a Special Events Permit
( available
here). You must include a very detailed description
of the auction, including what is being auctioned,
how it will be auctioned, etc.
-
Schedule a meeting with Billy Dahlgren,
Assistant Director of Event Planning and Permitting,
to discuss the details of the event. ( wdahlgren@admin.fsu.edu or
(850) 644-6673)
Important Details...
- There is a minimal cost for space when any exchange
of money occurs for programs hosted in the Union, Student
Life Center, or Student Services Building. For pricing,
please contact Guest Services at (850) 644-6083
- The Student Activities Center staff or designee reserves
the right to attend the event.
- Failure to follow policies and/or procedure can result
in the loss of priviledges and benefits of being a
student organization and/or can be referred to the
Office of Student Right's and Responsibilities.
[TOP]
How
do I plan an event with games of chance?
In preparation for hosting an event which involves gambling/games
of chance, you must complete the following steps in chronological
order to have your event approved:
-
-
Complete a Special Events Permit. Read the Game of Chance guidelines. You must include a very detailed description
of the game of chance, including what
games are being played, how they will be played,
how prizes are awarded, etc.
-
Schedule a meeting with Billy Dahlgren,
Assistant Director of Event Planning and Permitting,
to discuss the details of the event. ( wdahlgren@admin.fsu.edu or
(850) 644-6673)
Important Details...
- There is a minimal cost for space when any exchange
of money occurs for programs hosted in the Union, Student
Life Center, or Student Services Building. For pricing,
please contact Guest Services at (850) 644-6083
- The Student Activities Center staff or designee reserves
the right to attend the event.
- Failure to follow policies and/or procedure can result
in the loss of priviledges and benefits of being a
student organization and/or can be referred to the
Office of Student Right's and Responsibilities.
[TOP]
How do I plan a movie event?
- If you are planning a movie event outside of the Student Life Cinema movie theatre, you will need to reserve space with Guest Services. (If you expect a large audience, we recommend Moore Auditorium or one of the Union Ballroom.)
- Complete a Special Events Permit from the Student Activities Center at
http://union.fsu.edu/eventplanning/plan.html
- Secure the “Public Performance Rights” of the film you want to show. Remember, simply having the DVD or VHS does NOT give you the legal right to screen the movie in public. Please refer to the “Public Performance Rights” handout on the website above for more information.
- The rights for many films are available through Swank Motion Pictures. Please go to their website (http://www.swank.com), and search their catalogue for the film you want to show, then contact FSU’s rep, Tracy Hedrick, at 1-800-876-5577, or email her at tracyhedrick@swank.com.
- If Swank does not hold the rights. Please follow the “DISTRIBUTORS” links on the main page of http://movies.fsu.edu to search other film distributors’ catalogues. If you have trouble finding the rights to the film, please contact Kathy Barber at ksbarber@admin.fsu.edu
- If you will be serving food at your event, you must also submit a Food Permit which can also be found on the event planning website listed above.
Important Details...
- There is a minimal cost for space when any exchange
of money occurs for programs hosted in the Union, Student
Life Center, or Student Services Building. For pricing,
please contact Guest Services at (850) 644-6083
- The Student Activities Center staff or designee reserves
the right to attend the event.
- Failure to follow policies and/or procedure can result
in the loss of priviledges and benefits of being a
student organization and/or can be reffered to the
Office of Student Right's and Responsibilities.
[TOP] |
